Executive Assistant (CHI Grants & Innovation Office)

As a key member of the Centre for Healthcare Innovation (CHI), you will provide proactive administrative and secretariat support to ensure the smooth execution of the departments’ (Grants & Innovation Office; Partnerships Office - GIPO) administrative and operations matters in support of the vision and mission of CHI. You will also help facilitate communication within the department, amongst other departments, as well as external partners of CHI.
 

MAIN DUTIES AND RESPONSIBILITIES

Your key responsibilities include:

• Administrative Support: Provide administrative support, including managing purchase requisitions, maintaining databases, and processing claims to ensure smooth departmental operations.
• Meetings Coordination: Organise and facilitate internal and external meetings, ensuring all logistics are handled, from scheduling to preparation of meeting rooms and sending of programme agenda to attendees, to foster effective communication.
• Events Management: Collaborate with project teams to coordinate learning platforms and events, ensuring participant satisfaction and seamless execution of activities.
• Databases Management: Maintain and update essential databases for record-keeping and knowledge management, contributing to the department's efficiency.
• Content Curation: Support the aggregation and curation of content for our national Knowledge Management system, ensuring relevance and accuracy in published materials.

Requirements

• Minimum diploma holder with 2 – 3 years of relevant experience
• Resourceful, proactive and results-oriented mindset, with a commitment to completing tasks assigned efficiently and effectively
• Strong organisational and time management skills with a keen attention to details and ability to prioritise workload managing and completing multiple tasks in a timely fashion
• Possess excellent interpersonal and communications skills, both verbal and writtin, with positive aptitude and ability to build rapport as well as maintain good relationships with diverse stakeholders
• Proficient in Microsoft Office applications (i.e. Word, Excel and PowerPoint)
• Comfortable working independently and in a team
• Prior administrative experience in healthcare is preferred, but not a must